Presentation Transcript

1. Treasurer
2. The mission of AYSO is to develop and deliver quality youth soccer programs which promote a fun, family environment based on our six philosophies: Everyone Plays® Balanced Teams Open Registration Positive Coaching Good Sportsmanship Player Development …
3. Course Objectives Understanding the importance of the Treasurer in the operation of your Region. Understanding the Treasurer’s position description and the importance of following it. Review the basic knowledge a Treasurer must have to be successful. …
4. Course Objectives Discuss applying this knowledge to implement treasury management properly in the Region. Understand the forms and documents that you will need to complete. Understand that this workshop is a training component and that certification must be obtained taking AYSO’s Safe Haven® …
5. Why is training necessary? Safeguard Region assets. Protect AYSO and its non-profit status. Keep appropriate books and an accurate account of all monies received and paid out. ? …
6. Treasurer’s Key Job Duties Manage accounts receivable (revenue) and accounts payable (expenses). Pay player registration fees timely. Abide by good internal control procedures. File required reports on a timely basis. Code your checks properly. Take the lead in preparing the budget. …
7. Treasurer’s Key Job Duties Participate in Player Registration. Maintain records for seven years. Assist throughout your annual audit. Provide Monthly financial report to Region. Be aware of “red flags”. Maintain a player reserve: Not less than $5 per player Not more than $12 per player …
8. Volunteer Protection Requirements Complete and submit a Volunteer Application each and every year. Be authorized to perform your job by the Region, Area, Section or AYSO authority. Act within the scope of a Job Description and the AYSO policies, procedures and guidelines. Complete AYSO’s Safe Haven training and Be properly trained to do your job. …
9. Support for Treasurers Regional Commissioner Area staff or neighboring Regions Section staff National Office NAP Finance Coordinator NAP Manager Accounting Manager Controller
10. Tools Software Forms Manuals Checklists Additional training Other documents to have …
11. National Accounting Program P N A NAP Opening a Bank Account Need to find a bank that will return your checks (or copies) with the statement to the National Office. Minimum three signers (RC and Treasurer are required) with two on each check or transaction – not from the same household. Whenever practical, the AD should be a signer and at least one other board member. …
12. N A P Opening a Bank Account Online banking NOT enabled . . . except for view only privileges. One checking account and maximum of two savings accounts. Revised Information Form (IF) required. Must be federally insured (FDIC). Check appearance.
13. Bank Reconciliation Exercise Assumptions: No other outstanding checks prior to July 1. Region has one bank account. …
14. Amounts must agree!
15. N A P Chart of Accounts Separate codes for each category. Four digit code used for the National Office. NEW additional two digit code for extended play programs – used before the standard four digit code. Regions allowed to add additional coding after the four or six digit account code. …
16. N A P Chart of Accounts Revenue or Income Accounts Revenue account codes used on the MonthlyDeposit ReportForm - MDRF. Codes used for registration fees, fundraising, sponsorships and donations. Also used on checks for coding refunds of payments originally received and coded as income. …
17. N A P Chart of Accounts Expense Accounts Expense accounts used on checks. Used for bank charges. …
18. N A P Expenses and Checks All expenses paid by check. All expenses must have full and complete original documentation. Used for payments made to AYSO. Recommend using a reimbursement form. …
19. Alcohol may not be allowed! You need to know your Regional Guidelines …
20. Mileage rate usually changes annually in July Name, address, date, AYSO position. Travel section Date, description, dollar amount and category. Date, description, dollar amount and category. Purpose of the expense Operations section Signature Approval signature
21. Do not pay from a statement STOP
22. N A P Check Writing Checks properly completed Large print – legible Proper NAP account coding Must have two signatures Counter checks or checks made payable to cash are not allowed No blank pre-signed checks …
23. No NAP account coding …
24. If printing checks, use a larger font If printing checks, use a larger font when a copy is returned from the bank, it may look like this Other than font size, it looks good! …
25. Does not state AYSO Additional Region coding is acceptable Only one signature …
26. Looks good! …
27. Check made payable to cash No NAP account coding …
28. Could be Red Flag for large dollar amount shown as “Miscellaneous Expense” No NAP account code Only one signature Does not state “Two Signatures Required” …
29. Registration Days Be at all registration days and ensure proper procedures for handling of fees. Collect the monies generated. Reconcile registration forms. Cash reconciled with two trained volunteers. Monies should be deposited the same day or next banking day. Pay fees to the National Office within 30 days. …
30. Check section Cash section Credit/debit card section
31. Registration Reconciliation Form Exercise Assumptions: Registration date: July 3, 2010 Region/Area/Section: 2/D/99 Location: Center High School Registration fee: $80 per player (no discounts) …
32. Registration Reconciliation Form Exercise Assumptions: 150 players registered 31 paid by cash 78 paid by check 41 used a credit card Received $350 in sponsor funds (from one sponsor) Snack bar sold $79 worth of goods Starting cash balance $100 …
33. Monthly Deposit Report Form Monthly Deposit Report Form MDRF M D R F Deposits should be made the same or next banking day. MDRF captures and reports the proper account codes for deposits. Submit the MDRF to the National Office by the 5th of each month. Submit either electronically (email or fax) or hard copy. …
34. MDRF Exercise 1 You are the new Treasurer for Region 99 with the following information: You bank with the “Bank of the USA” Your bank account number is 86627-92976 Here are the transactions that occurred during July of 2011: …
35. MDRF Exercise 1 July 6, 2011 Deposited $4,200 for registration fees Deposited $1,350 for multi-child discounted registration Deposited $218 from the snack bar …
36. Region Number, Bank Name, Account Number Registration – Account 4005 – $4,200.00 Multi-child Discounted Registration – Acct 4008 – $1,350.00 Snack Bar (Concessions) – Account 4024 – $218.00 This total amount must agree with the amount deposited in the bank on this day.
37. MDRF Exercise 1 July 12, 2011 Deposited $6,525 for registration fees Deposited $1,850 for multi-child discounted registration Deposited $375 for sponsorships Received back from the bank, a returned check for $150 for a multi-child discounted registration …
38. Registration – Account 4005 – $6,525.00 Multi-child Discounted Registration – Acct 4008 – $1,850.00 Sponsorships – Account 4310 – $375.00 Returned Check Account 4008 (Multi-child Disc Reg) $150.00
39. MDRF Exercise 1 July 26, 2011 Deposited $565 for registration fees Deposited $415 for sponsorships Received back from the bank, a returned check for $50 that was written for a sponsorship …
40. Contact Information Name – Phone Number – Email Address – Date Registration – Account 4005 – $565.00 Sponsorships – Account 4310 – $415.00 Returned Check Account 4310 (Sponsorship) $50.00
41. 5:00 Time for a Short Break 4:00 3:45 3:30 3:15 3:00 2:45 2:30 4:45 2:00 1:45 1:30 1:15 1:00 0:45 0:30 0:25 0:20 4:15 4:30 2:15 0:10 0:07 0:06 0:05 0:04 0:03 0:02 0:01 0:00 0:15 0:00 0:00 0:00 0:00 0:00 0:00 0:00 0:08 0:09 0:00 Time remaining in break
42. Deferred Accounts (verb): to put off to a future time. Defer Deferred Accounts: AYSO Fiscal Year - July 1 to June 30. Amounts received or paid currently (prior to 7/1) for a future period (after 6/30), use the deferred accounts. to put off or postpone amounts to a future period. …
43. Deferred - Registration – Account 2510 – $3,125.00 Deferred - Sponsorships – Account 2400 – $500.00 Deferred – Reg (Concurrent Play) – Acct 2510 – $1,250.00
44. eAYSO Electronic system of AYSO for players, volunteers and other items including finance. Monthly reports posted for Region’s use. Region’s registration invoices due to the National Office are posted here (no National Office invoices mailed). Dropped player credit. …
45. eAYSO Dropped Players Players who decide not to continue with AYSO may be entitled to a refund of all or part of their Registration Fees (consult Regional Guidelines). Regions are only entitled to a credit of the National Player Fee if the player never practiced or participated in any AYSO activity. Registrar must drop the player first. In eAYSO at: Region>Treasurer>Process Dropped Player.
46. Select “Awaiting Request for Credit” Select either “Drop & No NSTC Credit” or “Request NSTC Credit” Click SUBMIT at the bottom of the page
47. Regional Budget Treasurer’s job to coordinate. Not responsible for entire budget. Regional budget due June 1. Retain copy in Regional files. Copies to National Office and Area Director. …
48. Other Items Regional Financial Report Sales tax 1099 reports Provide updated information on the Information Form (IF) for any board changes including new signatures on bank accounts. …
49. Regional Financial Report Provides the Regional Board with Monthly status. Includes monthly revenue, expense summary and adjusted account balances. Must be made available to any participant upon request. Key to maintaining financial transparency. …
50. Financial Report shows: Year-to-Date Actuals Budget or Prior Year Fiscal Year 7/1 - 6/30 Revenue vs. Expenses Account Balances …
51. Sales Tax Will not apply to all Regions - Depending upon State regulations. Region’s sales tax obligation is based on income reported on MDRF. National Office will consolidate all Regions into one statewide filing. National Office will invoice for taxes due. …
52. 1099 Reporting Who is an independent contractor? Performs services for multiple customers. Sets own hours. Determines own price for contracted services. Not eligible for employee benefits. Provides own tools and equipment to complete job. …
53. 1099 Reporting Who is an independent contractor? Supplies own materials needed to do job. Personally liable for errors and/or accidents. Files self-employment taxes and receives Form 1099-MISC. Has the right to hire and fire workers. Must legally complete each contract. All as defined by the Internal Revenue Service …
54. 1099 Reporting 1099 Form
55. 1099 Reporting 1099 Form National Office completes company-wide 1099’s based upon information submitted. Information due to the National Office by January 10. What information is required? …
56. 1099 Reporting Tax ID can be either Social Security Number or Employer Identification Number Each payment needs to be shown separately. Region number must be in a four-digit format.
57. 1099 Reporting 1099 Form National Office completes company-wide 1099’s based upon information submitted. Information due to the National Office by January 10. What information is required? W-9 information form. …
58. 1099 Reporting W-9 Required Information Vendor name Trade name, if any Type of entity; individual, partnership, etc. Address Social security number or employer identification number A signed and dated form …
59. Red Flags Running out of money. Checks are bouncing. Savings accounts being depleted with no valid reason. Suppliers are complaining. Board is not receiving financial reports. Fundraising activities in question. The NAP report has uncoded items. …
60. Where does it say… Treasury Management guidelines are found in: The Standard Regional Guidelines, Article Eight. Chapter 8, Regional Operations, Financial Management, of the AYSO Reference Book. National Policy Statement 3.1 …
61. Conclusions Need to manage, control and facilitate all financial aspects of the Region. Paying the player fee timely to the National Office, you ensure that players covered by SAI. Need to complete required forms. Control the financial history of the Region. AYSO is one entity, one organization! Protect AYSO’S money! …
62. Final Exam two the next Cash reconciled with ___ volunteers. Deposit funds ___ ____ banking day. No deposits directly to ________ account. Review monthly reports for proper _____ __________ coding. Send player fees and other payments to the _____________within ___ days. Download your reports from _______. 1099 information is due on ___________. savings NAP account National Office 30 eAYSO January10 …
63. Available Resources AYSO Reference Book www.ayso.org Forms and Documents Treasurer’s Manual www.eayso.org eNewsletter
64. Thank you for attending Treasurer Please remember to also attend eAYSO for Treasurers Workshop Budgeting for the Regional Board Develop a Regional Calendar Auditor Training